HubSpot + Leadmonk

TABLE OF CONTENTS

• What can the integration do?
• Installation
• CRM Integration Preferences 
  • Enable contact creation
  • Enable engagement creation
  • Contact owner updation
  • Enable deal creation
• Updating Contact Details in HubSpot
• How to disconnect Leadmonk from HubSpot
• Troubleshooting

By integrating Leadmonk with HubSpot, you can automatically create or update contacts, engagements(meetings)  and create deals in HubSpot as meetings are scheduled. This helps to keep your CRM up-to-date. This automation helps to save your sales representative’s time on admin tasks so they can focus on building relationships with customers.

What can the integration do?

When meetings are scheduled, rescheduled, or canceled in Leadmonk, the following actions can be done in HubSpot:

• Create contacts
• Create and update engagements
• Create deals
• Update contact owner
  

Installation

Note: You must be a Leadmonk owner or admin to authenticate HubSpot for your organization and you must be on a Professional subscription plan and above.

Steps to connect HubSpot to your Leadmonk account

1. Go to the Integrations page in the Leadmonk app.
2. Look for HubSpot under Sales & CRM tab and Click Configure button.
       
3. On the HubSpot Integration page, click Configure button to authenticate and connect. 
4. Select Connect App.

You will be prompted to give certain HubSpot permissions to Leadmonk to manage contacts and engagements there. Give those permissions and proceed further to connect HubSpot with Leadmonk.

Once you connect HubSpot account successfully, you see below screen where you can make further integration settings.

CRM Integration Preferences 

The HubSpot integration has the following default behavior.

Enable contact creation

If this switch is enabled, Leadmonk will create a new contact in HubSpot if there is no existing contact with the invitee's email address.

How it works:

• When a lead schedules a meeting through Leadmonk or submits an inbound router form (provided it has name and email address fields), Leadmonk will check if there is an existing contact in HubSpot with the lead's email address.
• If there is no existing contact, Leadmonk will create a new contact in HubSpot.
• Leadmonk will then update the new contact with the lead's information, such as name, email address, and company.
• If Leadmonk does find a matching contact in HubSpot, then Leadmonk will not update the contact properties. However, HubSpot will update the contact's activity details and contact owner field if the corresponding settings are enabled.

Enable engagement creation

If this switch is enabled, Leadmonk will create or update a meeting in HubSpot for the contact.

How it works:

• When a lead schedules a meeting through Leadmonk, it will create a new meeting in HubSpot for that contact.
• The meeting title will have the format Meeting-Leadmonk: {Event name} in Hubspot.
• When a meeting is canceled or rescheduled by either party, the activity will be updated in HubSpot and both parties will be notified. 
• Canceled meetings will update the activity as Meeting - [Canceled] Leadmonk: <event name> in HubSpot. The activity does not disappear, giving you a complete history of activity for the account.
• Meetings marked for no-show will update the activity as Meeting - [No-show] Leadmonk: <event name> in HubSpot.
  

Note
If you make changes to the date or duration of a scheduled meeting within HubSpot, these changes will not reflect in Leadmonk.

Appointment details with appointment link also gets updated when a meeting is created for the contact (as shown below). You can use this appointment link to view/reschedule/cancel the meeting. This appointment link is available in the calendar meeting invite, meeting notification emails, text notifications and in CRM. Using this link you can view/reschedule/cancel the appointment. 

You can also reassign/reschedule/cancel meeting or mark no-show from HubSpot CRM as shown below.

Below is the meeting detail accessed using this in app link. 

You can mark a meeting as a no-show in Leadmonk when the invitee(lead) does not attend the meeting and it gets updated in HubSpot as shown below.

When a meeting is cancelled, it gets updated in HubSpot as shown below:

Contact owner updation

If this switch is enabled, Leadmonk will update the contact owner in HubSpot to the meeting assignee (meeting host), provided that the meeting host is a CRM user.

How it works:

When a lead schedules a meeting through Leadmonk, Leadmonk will check if the meeting host is a CRM user.

If the meeting host is a CRM user, Leadmonk will update the contact owner in HubSpot to the meeting host.

Note: Contact owner updation is part of the advanced plan and it happens through inbound router only.

Enable deal creation

If this switch is enabled, Leadmonk will create a new deal in HubSpot along with creating a new contact and updating the meeting. This deal creation happens in HubSpot whenever a new contact schedules a meeting with any of your team members. This does not happen for the existing CRM contact. The default value of the deal will be zero.

Note: Deal creation is part of the advanced subscription plan.

Updating Contact Details in HubSpot

When an invitee schedules a meeting using your meeting booking page, Leadmonk will update the following contact fields in HubSpot by default: First name, Last name and Email address.

If the contact creation happens through the inbound router, you can update other contact fields in HubSpot as well. To do this, you need to map the form properties to the HubSpot contact properties as shown below. 

Once you have mapped the form properties to the HubSpot contact properties, click Update mapping button to save the changes. Then Leadmonk will update the corresponding contact fields in HubSpot when a contact is created through the inbound router.

Click on Clear mapping text to clear the mapping of a form property.

Note: Contact details updation with form properties is part of the advanced plan and it happens through inbound router only.

How to disconnect Leadmonk from HubSpot

Step 1: Disconnect in Leadmonk

1. Go to the Integrations page in the Leadmonk app.
2. Select HubSpot.
3. Select Disconnect.
    

Once disconnected, Leadmonk will no longer pass scheduled events information to HubSpot. 

Step 2: Uninstall the Leadmonk app in HubSpot

Follow the steps below, or consult HubSpot's Disconnect Apps from HubSpot, to uninstall the Leadmonk app.

1. In your HubSpot account, select the Marketplace icon in the main navigation bar.
2. Under Manage, select Connected apps.
3. In the Leadmonk app, select Actions, and select Uninstall.
   
4. Type uninstall then select uninstall.

Note: Uninstalling the Leadmonk app in HubSpot will not delete any existing Leadmonk data in HubSpot. If you'd like to delete custom properties, proceed to the next step.

Troubleshooting

I have duplicate meetings 

Duplicate meetings may occur on your Google or Outlook calendar if you are using both Leadmonk's calendar sync and HubSpot's calendar sync. To prevent this from happening, you may choose to turn the HubSpot calendar sync off. 

Note that doing so will impact all meetings in HubSpot, not only Leadmonk meetings.

You may also notice duplicate meetngs in your HubSpot instance if you're using both Leadmonk's Zoom integration and HubSpot's Zoom integration.

Meetings for all users and teams in my Leadmonk organization are syncing to HubSpot

By default, all scheduled meetings for all team members in your Leadmonk organization will sync to HubSpot. If you want to filter the meetings or users that sync to HubSpot, consider using Zapier's Filter app.

Other helpful pages

• How to route leads based on ownership - HubSpot